A Thoughtful Welcome
Sharing your church’s space is a meaningful expression of hospitality—and with the right precautions, everyone benefits. If you need sample agreements, insurance guidance, or support planning your next community event, reach out to the team at 1225 United. We’re here to help you open your doors with confidence.
Renting out your church building or welcoming outside groups is a wonderful way to serve the community, maximize your space, and support other organizations—but it also brings important risks that every board should thoughtfully manage. Here’s a step-by-step checklist to keep your people, guests, and property safe:
1. Review Your Facility Rental Policy
Before any agreement, make sure your board has a written facility use policy. Set clear expectations for use, responsibilities, cleaning, and the kind of activities that are (and aren’t) allowed.
2. Get a Signed Use Agreement
Always require a written rental or facility use agreement from every outside group. The agreement should list dates/times, fees, insurance requirements, liability waivers, and who is accountable before, during, and after the event.
3. Confirm Insurance and Liability Coverage
Ask outside groups to provide a certificate of liability insurance and have your church added as an “additional insured.” Double check with your insurance advisor that your own coverage accounts for events hosted by third parties.
4. Complete a Safety Walk-Through
Conduct a walk-through to identify trip hazards, accessibility issues, working exits, and emergency equipment—document and fix anything that could cause injury or property damage.
5. Communicate Key Policies to Users
Inform the user about emergency contacts, first-aid resources, and your church’s policies covering security, children/youth, parking, accessibility, and restricted areas.
6. Plan for Unique Risks and Events
Adjust requirements for large crowds, food service, youth overnight events, or any activity with inflatables, cooking, or outdoor fire—these may need separate coverage or special approvals.
7. Designate a Point Person
Assign a church representative as the main contact for every rental, and make sure the outside group leader knows how to reach them before, during, and after the event.
8. Inspect After Every Event
Always inspect the building and grounds immediately after the rental to document any damage, lost items, or safety issues—address issues quickly for total stewardship.
9. Document Everything
Keep organized records—signed agreements, insurance certificates, inspection reports, and event feedback—to support your ministry’s diligence if questions arise later.
10. Schedule an Annual Review
Have your church staff and insurance advisor review your rental policies and insurance coverage at least once a year, and after any unusual event or incident.
Welcoming others is part of your mission. With these steps, you can safely share your facility for God’s work in the wider community—every gathering, every time.
Need templates or want feedback on your rental policy? 1225 United is ready to help.
